Scope: This document outlines the procedure that LTS Acquisitions staff follow when processing a credit cancellation for materials that were not supplied or were returned to vendorby the vendor or that the subject specialist requested we cancel.
Contact: Masayo Uchiyama
Unit: Acquisitions, Ordering
Date last reviewed: 0507/1321/2021
Date of next review: May 20212022
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Determining the Selector Firm Order Cancellations (LTS Procedure #66)
Cancelling the Order
Adjusting the Records
Handling the Printed Cancellation Letter
Notifying the Selector
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A. Determining the Selector
The selector information is often available in the vendor report or in the original order, if it is still at hand. If the selector information is known, proceed to B . If not, follow the steps below:
- Search the fund code through Ledgers and Funds of the Voyager Acquisitions module.
- Locate the name of the selector in charge of the fund (Listed as Parent Fund).
Anchor
In Voyager the FOLIO POL (purchase order line), make a notation in the line item Internal Notes field, Receiving Notes by clicking Actions-Edit with the following information:
- The reason the title was cancelled: Example: Out-of-Print (or "OP") Out-Of-Stock Indefinitely (or "OSI") Publication Abandoned (or "PA")
The phrase, "Order Cancelled" (or "OC") or just "CANCELLED"
Your netID and Today's date (use macro) Example: OP, OC, pca1 Nov 05 2003Cancel the title from the purchase order following the Voyager cancellation guidelines.
lat3 7/21/21
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C. Adjusting the Records Anchor C C
- When the cancelled title is associated with a title that has only one location, suppress both the bib Instance and mfhd holdings for the Voyager record associated with the order, leaving an appropriate note in the mfhd.
- When the cancelled title is associated with a bibliographic record that has multiple locations, suppress ONLY the holdings associated with the order.
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